RECRUITMENT, SELECTION AND APPOINTMENT FOR PUBLIC SERVICE, OTHER OFFICERS AND WAGES STAFF

EFFECTIVE: 1 OCTOBER 2005 VERSION: 1.1 FINAL

Uncontrolled when printed

Effective: 1 October 2005

CONTENTS
1 2 POLICY.................................................................................................................................3 BACKGROUND ....................................................................................................................3 2.1 OBJECTIVE AND INTENTION .................................................................................3 2.2 WORKFORCE NEEDS .............................................................................................4 2.3 DEFINITIONS............................................................................................................4 2.3.1 FEEDBACK ...................................................................................................4 2.3.2 NOTICES OF INTENT...................................................................................4 2.3.3 OFFICER .......................................................................................................4 2.3.4 PLACEMENT.................................................................................................4 2.3.5 POOL OF SUITABLE AND AVAILABLE APPLICANTS ................................5 2.3.6 PROPER ASSESSMENT ..............................................................................5 2.3.7 PUBLIC SERVICE OFFICER ........................................................................5 2.3.8 REVIEW PROCEDURES ..............................................................................5 2.3.9 SELECTION PANEL......................................................................................5 2.3.10 WAGES STAFF .............................................................................................5 2.3.11 WORKFORCE DIVERSITY ...........................................................................6 RELEVANT LEGISLATION OR AUTHORITY ......................................................................6 PROCEDURES ....................................................................................................................7 4.1 ROLE OF THE STAFFING REVIEW GROUP (SRG) ...............................................7 4.2 OVERVIEW OF RECRUITMENT AND SELECTION PROCESS .............................7 4.3 CLEARANCE OF VACANCIES.................................................................................8 4.4 ADVERTISING ..........................................................................................................8 4.5 ELIGIBILITY REQUIREMENTS ................................................................................8 4.6 CRIMINAL RECORD CHECK ...................................................................................8 4.7 APPLICATION PACKAGE ........................................................................................8 4.8 CONSTITUTION OF SELECTION PANELS.............................................................8 4.9 APPLICATION...........................................................................................................9 4.10 APPLICANT PREFERENCES ..................................................................................9 4.11 CLOSING DATE........................................................................................................9 4.12 SUBMISSION OF APPLICATION .............................................................................9 4.13 NOMINATION OF AGENTS......................................................................................9 4.14 ENGAGEMENT OF CONSULTANTS .......................................................................9 4.15 COMMUNICATION WITH APPLICANTS................................................................10 4.16 SHORTLISTING......................................................................................................10 4.17 INTERVIEW ............................................................................................................10 4.18 APPLICANT POOL .................................................................................................10 4.19 REFEREES .............................................................................................................11 4.20 SELECTION REPORT ............................................................................................11 4.21 RECOMMENDATION .............................................................................................11 4.22 APPLICATION FOR REVIEW.................................................................................11 4.23 FEEDBACK .............................................................................................................12 4.24 REQUIREMENTS FOR PLACEMENT FROM AN APPOINTMENT POOL ............12 4.25 APPOINTMENT ......................................................................................................12

3 4

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

Effective: 1 October 2005

POLICY
a) b) c) The Department of Education and Training will recruit and select the most suitable and available staff to meet its needs according to the principle of merit. The Department of Education and Training is committed to improving the diversity of its workforce so it better reflects the community it serves. All selection processes will comply with governing legislation, in particular, the merit, equity and probity principles of the Public Sector Management Act 1994, the Recruitment, Selection and Appointment Standard and the Equal Opportunity Act 1984.

2
2.1

BACKGROUND
OBJECTIVE AND INTENTION
The overall objective of this policy is to ensure that the Departments strategic goals are met in relation to the attraction and retention of public service and other employee categories to the Department to complement those employees directly responsible for the provision of education in schools. The recruitment and selection of suitably qualified, competent and experienced staff is an important element in meeting the Departments strategic goals. The Department is committed to selecting the most meritorious available applicants for vacant positions. In placing competitive applicants, the Department will take account of its stated organisational and diversity needs. The Department will strive to be innovative in its recruitment and selection processes to ensure the capacities of applicants are matched with the needs of the organisation and the vacant position. Procedures for the recruitment and selection of different categories of staff will reflect this objective. Innovation is consistent with the objectives of the Public Sector Management Act 1994, the Recruitment, Selection and Appointment Standard and the State Governments Equity & Diversity Plan (2001-2005). Guidelines have been prepared to assist staff, selection panels and others involved in the recruitment and selection process to achieve the required outcomes. More than one-third of Western Australias population was born overseas and the State is the most culturally diverse in the Commonwealth. The Department recognises that, historically, its workforce has not been fully representative of the community it serves. Further, as a public sector employer, the Department has an obligation to consider and implement the employment of people with disabilities. This consideration should form part of any proposed recruitment process.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

Effective: 1 October 2005

2.2

WORKFORCE NEEDS
Workforce planning within the Department positions the organisation so that it has the right people with the appropriate skills, knowledge and understanding to meet current and future challenges. It involves aligning the strategic needs of the organisation with the recruitment and selection process, particularly in relation to diversity, curriculum reform and policy implementation. The Department supports the provision of flexible work options as an important strategy to achieve greater diversity amongst its workforce. Part-time, job-share, purchased leave and the accommodation of other flexible options will continue to play an increasing role in attracting and retaining qualified staff and meeting workforce diversity goals. The expectations of workers vary. There is strong evidence to show that younger workers will not pursue long-term career goals in the way that previous generations did. This means that retention of skilled and qualified staff will continue to be a significant issue. The quality of work environments, organisational culture, overall job satisfaction together with the prospect of development and promotion will play an important role in retaining younger staff with leadership potential.

2.3 2.3.1

DEFINITIONS FEEDBACK
Information provided by the selection panel, to individual applicants who seek it, about the applicants performance in the selection process.

2.3.2

NOTICES OF INTENT
Notices of intent will not be accepted. These may also be referred to as pro-forma applications. All applications for positions advertised within the Department must be received by the published closing date in accordance with the procedures stated in this document.

2.3.3

OFFICER
An officer employed under section 235 (1) (a) or (c) of the School Education Act 1999.

2.3.4

PLACEMENT
Placement is the process used to place available and competitive applicants from a pool to a vacant position. The placement process is not subject to the breach of Standard regulations.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

Effective: 1 October 2005

2.3.5

POOL OF SUITABLE AND AVAILABLE APPLICANTS

A pool of suitable applicants is one in which applicants have been assessed as suitable and competitive for appointment. Selection to a pool does not necessarily guarantee placement and an offer of appointment. Placement, and a subsequent offer of appointment, will depend upon the number of vacancies available and a consideration of organisational need, which may include workforce diversity.

2.3.6

PROPER ASSESSMENT
A proper assessment is one in which all the available relevant information is used in a fair and balanced way. It means only taking into account the applicants skills, knowledge and abilities relevant to the requirements of the job. It requires that a genuine and thorough examination occur, and that this takes into account all relevant facts and circumstances that are reasonably available and known at the time a decision is made about a persons suitability.

2.3.7

PUBLIC SERVICE OFFICER

An officer employed under either section 64 (1) (a) or (b) of the Public Sector Management Act 1994.

2.3.8

REVIEW PROCEDURES
Applicants have a statutory right to apply for a review of the selection process if they believe there has been a breach of the Standard 1.

2.3.9

SELECTION PANEL
The group of people charged with undertaking the selection of suitably qualified and competitive applicants for a vacant position.

2.3.10

WAGES STAFF
Those employees who are paid on a wage basis in accordance with the relevant Award or Agreement and employed in accordance with section 235 (1) (d) of the School Education Act 1999. Recruitment, selection and appointment procedures for wages staff depend upon the specific procedures negotiated with the relevant union but must be conducted in accordance with the relevant standards in Human Resource Management.

The Review Procedures are constituted under the Public Sector Management (Breaches of Public Sector Standards) Regulations 2005.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

Effective: 1 October 2005

2.3.11

WORKFORCE DIVERSITY
Workforce diversity is the extent to which the demographic profile of an organisation (for example, the gender and cultural background of its employees) matches the demographic profile of the community it serves. Workforce diversity goals are explicitly stated in the Departments Equity and Diversity Management Plan 2002 2005. While merit remains the primary factor in the selection process, the Department is seeking greater diversity in the profile of its workforce. This includes a preference for the: increased employment of women in leadership positions; increased employment of Aboriginal people in leadership positions; and increased employment of people with disabilities. Further information relating to the employment of people with disabilities can be found on the Departments Regulatory Framework. The Office of Equal Opportunity document Innovative Recruitment should also be consulted as a component of the selection process.

RELEVANT LEGISLATION OR AUTHORITY

The principal enabling legislation for the Department of Education and Training is the School Education Act 1999. The Public Sector Management Act 1994 is the principal legislation governing the recruitment, selection and appointment of staff in the public sector. Recruitment and selection processes must also comply with the Equal Opportunity Act 1984. The Public Sector Standard on Recruitment, Selection and Appointment sets out the minimum standards of merit, equity and probity that must be complied with in any public sector recruitment and selection process. Regulations made under the Public Sector Management Act 1994 afford aggrieved persons a right of review. The WA Public Sector Code of Ethics (March 2002) and the Departments Staff Conduct Policy govern conduct with respect to recruitment and selection. In summary, this policy document is governed by the following relevant legislation and policy documents: Public Sector Management Act 1994 School Education Act 1999 Equal Opportunity Act 1984 WA Public Sector Code of Ethics Staff Conduct Policy Public Sector Standard on Recruitment, Selection and Appointment Public Sector Management (Breaches of Public Sector Standards) Regulations 2005. Working with Children (Criminal Record Checking) Act 2004 Working with Children (Criminal Record Checking) Regulations 2005 More detailed information about the Standard and its operation, the Regulations, the WA Public Sector Code of Ethics and the Public Sector Management Act 1994 is available from the Office of the Public Sector Standards Commissioner (www.wa.gov.au/opssc/).

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

Effective: 1 October 2005

PROCEDURES
The following procedures are mandatory for all selection processes. Guidelines, standard forms and standard letters are provided in the attached Guidelines document. These documents provide further advice and assistance in meeting the procedural requirements.

4.1

ROLE OF THE STAFFING REVIEW GROUP (SRG)

The purpose of the Staffing Review Group (SRG) is to monitor the number of full time equivalents (FTE) employed by the Department. It does this by assessing requests to create and/or fill vacant positions. All public service vacancies of 3 months or more that occur in central and district office require approval from the relevant Executive Director and Staffing Review Group before they can be filled. Information concerning the guidelines for SRG approval is subject to change and consequently should be clarified before any recruitment process is commenced.

4.2

OVERVIEW OF RECRUITMENT AND SELECTION PROCESS

The information provided in Table 1 is a general overview of the process. Variation to the process may occur if it complies with statutory requirements.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
Table 1:

Clearance of vacancy. Determine positions suitability with respect to diversity and employment of people with disabilities. Advertising of vacancy. Constitution of selection panel. Receipt and acknowledgement of applications. Referee reports obtained. Short listing of applicants. Interviews conducted and further referee reports if required. Recommendation(s) made in selection report. Submission and acceptance of selection report. Communication of selection decision(s) to applicants. Feedback provided to unsuccessful applicants. Nomination of responsible officer. Elapse of review period. Placement process. Offer(s) of appointment. Acceptance and confirmation of appointment.
OVERVIEW OF PROCESS FOR PANEL MEMBERS

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

Effective: 1 October 2005

4.3

CLEARANCE OF VACANCIES
All vacancies are subject to the Transfer and Redeployment Standards and the principles of the Public Sector Management Act 1994 and may be withdrawn prior to appointments being made where organisational need dictates that a displaced officer or transferee should be placed.

4.4

ADVERTISING
All substantive vacancies must be advertised as widely as is appropriate in accordance with the public sector standards in HRM with consideration given to mechanisms to attract a diverse range of applicants. A copy of all advertisements will be retained on the advertised vacancy file. Staffing Review Group (SRG) approval will be required before the advertising process can be commenced; the SRG request form can be found at: http://detweb/resources/forms/ All advertised vacancies must state that the Department is an EO employer and encourage diversity groups to apply.

4.5

ELIGIBILITY REQUIREMENTS
Appointees to permanent positions must be Australian Citizens, or permanent Australian resident. Appointees to fixed term positions must have a valid permit to work if they are not Australian Citizens, or permanent residents. Further information on these requirements can be found at: www.dimia.gov.au

4.6

CRIMINAL RECORD CHECK

All new applicants for employment with the Department are subject to satisfactory criminal record checks prior to employment being confirmed. Principals and managers must confirm that all Department employees, volunteers, visitors and external providers in child-related work have applied for or hold a valid Working with Children Check in accordance with the Departments Working with Children Checks policy available from the Our Policies website at http://policies.det.wa.edu.au.

4.7

APPLICATION PACKAGE
All application packages must provide sufficient information for prospective applicants to understand the nature of the role they intend to apply for, the basis of employment and conditions, criteria for selection and the selection process that will be used.

4.8

CONSTITUTION OF SELECTION PANELS

Selection panels must have: at least two members; and a gender balance.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

Effective: 1 October 2005

4.9

APPLICATION
The application must consist of the material requested by the panel in the job advertisement or the application package (such as a statement addressing the selection criteria that accords with the published requirements for the vacancy and any other material required by the panel, such as a rsum, statement of qualifications, references or copies of qualifications). Guidelines for applicants are provided in the Guidelines related to this document.

4.10

APPLICANT PREFERENCES
Where a group of similar positions are advertised at one time, applicants may be required to indicate their preference for specific positions.

4.11

CLOSING DATE
It is the responsibility of applicants to submit their application to the relevant manager or contact person by the deadline stated in the advertisement or application package. Applications received after the closing date will not be considered.

4.12

SUBMISSION OF APPLICATION
Email or fax applications will be accepted from applicants if approved by the chair of the panel, however, these submissions must reach the Manager or contact person prior to the advertised closing date and time. The application should be clearly marked and receipt of electronic information should be sought. The advertised vacancy should be marked on the envelope to ensure the application is processed appropriately. Applications will be time and date stamped on receipt and their submission acknowledged.

4.13

NOMINATION OF AGENTS
Applicants who will be away from their normal place of residence during the period in which they may be contacted about interviews, may nominate an agent to act on their behalf. This information should be clearly stated on the application. Where an arrangement is made with an agent, it is binding.

4.14

ENGAGEMENT OF CONSULTANTS
Consultants engaged to assist with the selection process must be drawn from the list of approved providers held by the Department. Details of the approved providers can be found at: http://www.gem.wa.gov.au/Gem/BuyersGuides/63399.pdf For certain senior positions or specialised positions where a wide field of suitable applicants does not exist, targeted recruitment may be considered provided such recruitment is conducted in accordance with the provisions of the Public Sector Standards in HRM.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

10

Effective: 1 October 2005

4.15

COMMUNICATION WITH APPLICANTS

Communication with applicants will be prompt. It will occur at the following stages: invitation to attend interview to relevant applicants; outcome of selection, explaining the feedback process, application for review and other relevant information; offer of appointment to successful applicants; confirmation of appointment.

4.16

SHORTLISTING
All shortlisting decisions must be documented and the basis for each decision must be clear and defensible. Selection panels should consult the relevant workforce diversity profile before the shortlisting process commences.

4.17

INTERVIEW
Panels may determine the format of the interview, the number of questions asked of interviewees, and the nature of any tasks interviewees may be asked to perform. The assessment at interview must comply with the Recruitment, Selection and Appointment Standard and the Equal Opportunity Act 1984. It must be relevant to the role that will be performed and the selection criteria for the position, and must seek to minimise bias. Further information is provided in the Guidelines.

4.18

APPLICANT POOL
The Recruitment, Selection and Appointment Standard and the Public Sector Management (Breaches of Public Sector Standards) Regulations 2005 allow for the selection of applicants to a pool from which appointments may subsequently be made. Where a pool is constituted, appointments may be made from the pool as vacancies arise. Being selected to the pool means the applicant has been assessed as suitable and competitive, and therefore appointable. It does not guarantee appointment. Applicants may lodge an application for review under the breach provisions of the Public Sector Management Act 1994 at the point where a decision is made to constitute the pool. Applications for review cannot be made about placement from the pool or the appointment process. Selection panels may choose to identify applicants selected to the pool as either competitive or highly competitive. When a pool is constituted, there will be a single point of entry and the pool will operate for a maximum duration of up to 12 months from the time it is constituted. The Department reserves the right to supplement the pool throughout the period of a specific pools operation and the pool may be terminated at any point during its duration contingent upon the needs of the Department. Appointment to a position will depend upon the availability of vacant positions; whether applicants are matched to a suitable vacancy; applicant preferences; organisational need; and, if an offer is made, whether the applicant accepts the offer.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

11

Effective: 1 October 2005

4.19

REFEREES
Panels may determine if and how referees are used in the selection process. Referee reports constitute part of the information used by panels in their deliberations about selection decisions. They are subject to the requirements of confidentiality, procedural fairness and transparency and must be documented. Where the panel considers it requires information from additional or alternative referees, the panel may ask the applicant to nominate them. The panel has the right to contact referees not listed by the applicant in order to further assess the applicants suitability for the position. The applicant will be informed of any contact with referees other than those nominated.

4.20

SELECTION REPORT
All selection processes and subsequent recommendations must be documented in a selection report for the relevant delegated senior officer to subsequently approve. Should the selection panel not reach agreement about a decision, a panel member may submit a minority report. The Guidelines provide further information for selection panels.

4.21

RECOMMENDATION
Once a selection report is complete, the report must be approved by the relevant delegated senior officer. The report contains a recommendation and the basis for that recommendation. If the recommendation of the selection panel is rejected, this decision must comply with the Recruitment, Selection and Appointment Standard, the Departments Staff Conduct Policy and the WA Public Sector Code of Ethics. That is, the decision must be reasonable and defensible. A decision to reject the report without any basis could be deemed arbitrary or capricious and may not comply with the Recruitment, Selection and Appointment Standard and relevant legislation.

4.22

APPLICATION FOR REVIEW

The review procedures afford employees aggrieved by a selection decision an avenue of redress. Applicants are encouraged to seek feedback about a decision before lodging a claim. Where applicants are selected to a pool for future placement, an application for review must be requested within the review period following notification about selection or non-selection to the pool. Applicants in the pool cannot apply for a review of the process used for placement.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Uncontrolled when printed

12

Effective: 1 October 2005

4.23

FEEDBACK
It is the Departments policy to provide feedback where this is sought. It is an essential aspect of demonstrating the selection process is equitable and transparent, and of managing possible applicant concerns. Feedback need not be written, but it must be adequate to explain the basis for a decision.

4.24

REQUIREMENTS FOR PLACEMENT FROM AN APPOINTMENT POOL

Where a pool of competitive applicants is selected, the process for placing them must take account of the following information: the ranking of the potential appointee if applicants were ranked at the time they were successful in being placed in the pool; any location preferences submitted by the applicant if these are relevant to the process; the individual profile and needs of each unit in which vacancies occurred; the Departments workforce diversity needs, which may be considered on a directorate, district or system basis; and discussion with the applicant; Placement decisions must be recorded. Clarification regarding placement decisions may be sought from the chair of the particular placement panel.

4.25

APPOINTMENT
The recruitment, selection and appointment process is not complete until an offer of appointment has been made and the offer accepted. Contracts of employment must be sent to all successful applicants and must state the terms and conditions of employment.

Recruitment, Selection and Appointment for Public Service, Other Officers and Wages Staff All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.